Send mail merge emails from a shared Mailbox

Question

I have office 365, use Outlook to email and also word merge to send emails. Works fine if I send from my default mailbox but not from a shared box. I have tried adding the shared mailbox as an email account and making it default but this will not work as it is not a licensed mailbox, just a shared mailbox.

What can we do?

The work around is that I move all the emails from the licensed account Outbox folder to the shared box Drafts folder, open each email one by one and change the From to Other Email Address, select the shared mailbox.

Any help appreciated

Answer 1

Hi Stu C!

If you are unable to send emails from a shared mailbox in Outlook using Office 365, and you have already tried adding the shared mailbox as an email account and making it default, there are a few additional steps you can try:

* Ensure that you have the necessary permissions: Before you can send emails from a shared mailbox, you must have the necessary permissions to do so. Ask the owner of the shared mailbox to grant you the appropriate permissions. You will need "Send As" or "Send on Behalf" permissions to send emails from the shared mailbox.

* Try using a different email client: If you are still unable to send emails from a shared mailbox in Outlook, try using a different email client that supports sending emails from shared mailboxes. You can try using the Outlook Web App (OWA) or a third-party email client.

* Try the Mail Merge in Word: Open Word and create your mail merge document. In the Mail Merge Recipients dialog box, click the Browse button and select the shared mailbox> Click OK.

In the Mail Merge Recipients dialog box, click the Edit button. In the Edit Recipients dialog box, select the checkbox next to the shared mailbox> Click OK.

Click Next: Write your letter. In the Write your letter section, type your letter. Click Next: Preview your letters. Preview your letters and make sure they look correct. Click Next: Complete merge. In the Complete merge section, select the checkbox next to Send E-mail Messages> Click OK.

Kindly let me know, if you require additional assistance, I will be glad to help further.

Best Regards, Shakiru

Answer 2

If you are a "Delegate" of the shared mailbox, if you use the Merge with Attachments facility of my Merge Tools Add-in, you can enter the email address for the shared mailbox into the Send on Behalf of control on the Merge with Attachments dialog.

For information on setting up "Delegate Access", see

https://support.microsoft.com/en-us/office/allow-someone-else-to-manage-your-mail-and-calendar-41c40c04-3bd1-4d22-963a-28eafec25926

My Merge Tools Add-in is contained in the MERGE TOOLS ADD-IN.zip file that you can download from:

https://mergetoolsaddin.com/

Extract the files from the archive and read the:

“READ ME – Setting up and using the Merge Tools Add-in.pdf

to see how to install and use the various tools.

Using those tools, it is possible to perform the following types of merge that cannot be done with Mail Merge “out-of-the-box”:

• Merge to e-mail messages either with or without attachments, with the documents created by the merge being sent as either Word or PDF attachments or as the body of the e-mail message .  The email messages can, if necessary, also be sent to CC and BCC addresses.
• Merge to individual documents in either Word or PDF format with the filenames being supplied by the data in one of the fields in the data source
• Many to One type merges, which can be used for creating documents such as invoices where there are multiple records in the data source that have common data in one of the fields
• Merging to a document that will include a chart that is unique to each record in the data source
• Merging a document with Content Controls
• Merging a document that contains Legacy FormFields
• Duplex Merges
• Merging to a printer that will collate and staple the output created from each record in the data source.

The requirements for using the system are:

• The mail merge main document must be of the Letters type, though that does not mean that the output cannot be sent as an e-mail message where relevant.
• For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet. For the Chart Merge utility, see the Mail Merging with Charts document that is included in the Merge Tools Add-in Zip file for additional requirements for the data source for use with that utility
• For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data.
• For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40.

Answer 3

MailMerge365 (on the store: https://appsource.microsoft.com/en-us/product/office/wa200000023?tab=overview&exp=kyyw) supports shared mailboxes among other things.

Answer 4

I had to setup the same exact thing for a user and I did not want to download any third party software. We were able to create a Profile for the Shared Mailbox which serves as a nice workaround. As a prerequisite, you need to create a password for the account.

Creating the password

1. Visit https://admin.microsoft.com
2. Navigate to Users and select Active Users
3. Find the Shared Mailbox and select it
4. Select Reset password- Create a new password or have Microsoft make one for you

Creating the Profile

1. Exit Outlook
2. Hit the Windows key and find the Control Panel
3. Search the Control Panel for Mail (Microsoft Outlook) and select it to enter Mail Setup
4. Select Show Profiles and once in that window (Mail), select Add
5. Type any name you want the Profile to have and select OK
6. For E-mail Address, type (you may need to overwrite what is there) **** the email of the Shared Inbox and enter the password created in the first set of steps. Select Next
7. You'll see the authentication window. Authenticate with the credentials (the Shared Email and password). At this time you may need to setup MFA if your org requires it. (Anytime the Profile is created fresh for a user, they will need the MFA code during the initial setup)
8. Select Finish once the Profile is done being configured
9. Back in the Mail window, Select Prompt for a profile to be used (alternatively you can Always use the profile you just created and switch it back when you are done with your merge)
10. Load Outlook and select the Profile you created and do your e-mail merge.

Hopefully this method works for anyone seeing this now. Good luck!

Answer 5

Sorry, all of this is BS. I just spent hours searching for a fix. The only way I've found is by paying for 3rd party plugins... and I'm not doing it. Going to reinstall Office 2007 Outlook install that worked perfectly before without all the complications!